At Grady Psychological Services Inc., we are dedicated to providing comprehensive mental health services to individuals. Our multidisciplinary team of experienced psychologists and therapists offers a range of therapeutic modalities to support our clients in achieving their mental wellness goals. We are committed to fostering a warm and welcoming environment where clients feel supported throughout their therapeutic journey.

Position Overview:

As our virtual Office Administrator, you will play a crucial role in managing all administrative functions/daily operations of our clinic from your home office. The ideal candidate will have a strong background in healthcare administration, be tech savvy, have experience with Jane (practice management software), have experience with billing/insurance processes and with accounts receivable. Having experience with payroll administration would also be a strong asset. As the main point of contact for our business, this person will be an excellent communicator who takes pride in their work, is dependable, professional, organized, has excellent time management skills, who takes initiative, and who is a forward thinker.

Having previous relevant experience is crucial to us, as the idea candidate will be able to hit the ground running with minimal training.

Although the position is virtual, we are looking for someone local enough to visit the office when required.

Responsibilities:

• Respond to all business-related phone calls and emails promptly, in a warm and professional fashion.
• Correspond with clients, insurance providers, and any third-party payers for approvals, account inquiries, etc.
• Manage all billing (to private clients, insurance providers, third-party payers, etc.) and track all accounts receivables.
• Manage all client bookings/scheduling.
• Maintain an understanding of each clinician's areas of specialization/schedules/requests to accurately answer any inquiries about the services they provide and to manage their schedules accordingly.
• Send out welcome emails and intake forms to all new clients.
• Maintain an accurate understanding of our fee structures (per service/per clinician) to bill accordingly.
• Manage our company website and Psychology Today page.
• Manage our practice management system, Jane (setting up new client accounts, setting up new employee accounts, making all necessary changes/adjustment, etc.).
• Maintain accurate client records and ensure confidentiality of sensitive information.
• Perform administrative tasks such as scanning, faxing, data entry, answering clinician inquiries, etc.
• Seek out new marketing opportunities.
• Other administrative duties, as required.

Qualifications:

• Diploma or Degree in healthcare administration, psychology, or a related field.
• Previous administrative experience within the healthcare field.
• Outstanding communication and interpersonal skills. Having warmth and compassion with our clients is a must.
• Proficiency in medical billing software and practice management software is a must. Experience using Jane Management Software is considered a strong asset.
• Ability to handle sensitive information with discretion and maintain strict confidentiality. We will require the successful candidate to complete a criminal record check.
• Excellent organizational and multitasking skills, with strong attention to detail.
• Ability to take initiative and be forward-thinking.
• MUST have a dedicated home office space that is private/confidential.